Archibus SaaS / Leases / Lease Portfolio / Lease Portfolio Console
Real Property / Portfolio / Portfolio Summary / Portfolio Edit Wizard
Real Property / Leases / Lease Portfolio/ Lease Portfolio Console

Enter Contacts for Portfolio Items and Leases

From the Contacts panel, you can add, edit, or delete contact information for the lease or portfolio item .

  • Contacts are stored in the Contacts table.
  • When you assign these contacts to a lease, the assignment is stored in the Lease Contacts table.

Note: You can also add Landlord and Tenant Contacts when adding lease information. These contacts are stored in the Leases table, and are shown in key reports, such as Lease Details, Lease Abstract, and Leases by Landlord or Tenant Name. It is a best practice to add Landlord and Tenant Contacts as part of the lease record (Add New lease action), and also as Contacts in the Contacts table (Add New Contact action). For more information, see Enter Contacts.

Note: If you are upgrading from a pre-21.3 release and you have entered landlord and tenant contacts in the Leases table, see Updating legacy data.

Assigning contacts or tax authorities to land property

You can add tax authority contacts for parcels defined as part of your land property. Since you might own properties in the same city (tax jurisdiction), you can define the contacts only once, and assign the same Tax Authority and Tax Collector contacts with all your properties in that city without duplicating them.

Assigning contacts to multiple leases

You can add contacts to a lease by selecting from contacts you have already added, or by adding a new contact. These contacts can be added to multiple leases, so that you only need to maintain one record. You can also assign multiple contacts to a lease.

  • For the same lease, only one lease Landlord Contact and only one lease Tenant Contact can exist. These are designated by the Landlord and Tenant Contact Types that you select when adding the contact.
  • In addition to the landlord or tenant contact, a lease can also have multiple alternative, secondary contacts, such as PROPERTY MANAGER, FACILITIES MANAGER, or AGENT. The Contact Type designates the role the contact is serving for this lease.
  • It is possible to have a contact assigned to two different leases, as Landlord contact for one and as Tenant contact for the other. This could be needed if you, as a tenant, sublet some of your leased space.
  • The same contact cannot be assigned multiple times, at the same time, for the same lease, even if the contact is serving different roles.

The application includes the Lease Contacts table (ls_contacts) that stores lease contact assignments for contacts entered for leases in the Contacts table. When you add a contact for a lease, the record is automatically created in the Lease Contact table.

Landlord and tenant contacts

Landlord and Tenant contacts can be entered in the Leases table when entering lease information, or in the Contacts table when assigning a contact to a lease. As a best practice, you should enter the Landlord Contact and the Tenant Contact in both the Leases and Contacts tables.

  • The Landlord and Tenant contacts entered in the Leases table are key information for a lease agreement and are shown in reports, such as Leases by Tenant Name, Leases by Landlord Name, Lease Details, and Lease Abstract reports. .
  • When you enter Landlord and Tenant contacts in the Contacts table, you can enter more complete contact information, such as Cell and Fax numbers. Additionally, you can assign the contacts entered in this way to multiple leases.
  • When you enter contacts in the Contacts table, this automatically creates a new record in Lease Contacts table.
  • When you edit or delete information for the Landlord Contact (ls.ld_contact) or Tenant Contact (ls.tn_contact), the assignment information in the ‘Lease Contacts Assigned’ table (ls_contacts) will be automatically updated.

Access the Contacts Tab

You enter contacts using the Contacts pane accessed from:

  • Archibus SaaS / Leases / Lease Portfolio / Portfolio Edit Wizard task (Contacts tab)
  • Real Property / Leases / Lease Portfolio / Portfolio Edit Wizard , task (Contacts tab)
  • Real Property / Leases / Lease Portfolio / Portfolio Edit Form - Complete task
  • Real Property / Portfolio / Portfolio Summary / Portfolio Edit Wizard (Contacts tab)
  • Real Property / Leases / Lease Portfolio / Lease Portfolio Console task (Contacts tab)

When working from the Portfolio Edit Wizard or the Portfolio Edit Form - Complete task, you first select the portfolio item.

When working from the Lease Portfolio Console, you first select the lease. For more information, see

contacts_tab.png

Procedure

To add a new contact for the portfolio item:

  1. In the Contacts pane, click Assign.

    The Available Contacts form appears.

  2. Do one of the following:
  • If the contacts appears in the list:
    • Select the check boxes for the contacts you want to assign to the lease and click Assign.

      The Contacts pane now shows the selected contacts.

  • If the contact does not appear in the list:
    1. Click Add New.

      The Contact Details form appears.

    2. Enter the following:
      Field Description
      Contact Code This is the unique identifier for the contacts

      Cellular Number

      Fax Number

      		Enter the contact's phone numbers.
      Address Enter the contact's address
      Contact Type

      The type of contact, such as Landlord, Tenant, or Building Super. The Contact Type designates the role the contact has for this lease. You can add a Landlord and a Tenant Contact for leases from the Contacts tab, as well as other types of secondary contacts, such as Building Superintendent or Property Manager

      Note : Each lease can have only one Tenant and Landlord contact. These are considered the primary contacts. You can enter as many contacts of other types as needed.

      Notes Use this field to enter additional information about the contact
      Contact Status Use this field to designate the contact as Current or Old
    3. Click Save.

      The Available Contacts list now includes the contact you just added.

    4. Select the check box for the contact and click Assign.

To edit a contact:

  1. Select the contact in the Contact List.

    The Contact Details form appears.

  2. Edit the information and click Save.

To delete a contact:

  1. Select the contact in the Contact List.

    The Contact Details form appears..

  2. Click Delete.

    A confirmation message appears.

  3. Click Yes.

Updating legacy data

Prior to v.21.3, lease administrators entered lease contacts in the Leases table as follows:

  • Landlord Contact (ls.ld_contact)
  • Tenant Contact (ls.tn_contact)

To ensure continuity and ease of migration, the existing lease Landlord Contact (ls.ld_contact) and Tenant Contact (ls.tn_contact) fields will continue to exist and will represent the primary contacts for the lease. However, contacts entered in this way are not recorded in the Contacts table. Contacts cannot be assigned to other leases unless they are also entered in the Contacts table.

To correct this situation for your legacy data:

  • You add all valid Landlord and Tenant contact information into your Contacts (contacts) table.
  • You add all valid Lease and Contact information into your Lease Contacts (ls_contacts) table.

Next Steps from the Portfolio Edit Wizard

If you are working from the Portfolio Edit Wizard, do one of the following: after working on the Contacts tab:

Action Description
Continue From the Contacts tab, click Continue to Enter Base Rents for the lease. You can click Continue from any tab to move to the next tab
Finish Click Finish if you have completed your entries. This returns you to the Action and Type step from which you can make new selections to work with another portfolio item. See Portfolio Edit Wizard Overview
Back Click Back to return to the Documents tab. See Associate Documents

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Overview of Tasks for Editing Leases and Portfolio Items

Lease Portfolio Console